Secretary 1

Introduction

\r\n\r\n\r\nAre you looking to take the next step in your career? If so, please read on to learn more about this exciting opportunity! \r\n\r\n\r\n\r\nThe State of Connecticut, Department of Correction (DOC) is seeking highly motivated and experienced individual to join our team as Secretary 1 in the Health Servies Unit at York Correctional Institution in East Lyme, CT.\r\n\r\n\r\n\r\n\r\nWhat We Can Offer You:\r\n\r\n Visit\r\n our State Employee\r\n Benefits Overview page!\r\n Professional growth and\r\n development opportunities.\r\n A healthy work/life balance to all\r\n employees.\r\n The State of\r\n Connecticut is an eligible Public Service Loan Forgiveness employer,\r\n meaning you may be eligible to have qualifying student loans forgiven\r\n after 10 years of service. Click here for more\r\n information.\r\n\r\n\r\n\r\nPosition Highlights:\r\n\r\n\r\n Provide administrative support to the Health Services Unit at York Correctional Institution in East Lyme, CT.\r\n Serve in a full‑time, first‑shift role (Monday–Friday, 8:00 AM–4:30 PM).\r\n Independently perform a wide range of secretarial and administrative functions requiring knowledge of organizational policies and procedures.\r\n Deliver clerical and operational support to meet both facility and medical service needs.\r\n\r\n\r\n\r\nResponsibilities:\r\n\r\n\r\n\r\n Create and distribute staffing schedules for the Mental Health (MH) Department.\r\n Distribute inmate requests in a timely manner.\r\n Schedule involuntary medication panel hearings.\r\n Prepare and submit overtime requests as needed.\r\n Scan written requests, and create or update orders in the health record system.\r\n Audit new MH intakes to ensure orders are accurately entered.\r\n Upload documents to the Electronic Health Record (EHR) system.\r\n Review and correct timekeeping errors in Kronos.\r\n Audit records to ensure appropriate therapy orders, medication orders (if applicable), and follow-up orders are in place.\r\n Compile and report monthly departmental statistics.\r\n Take and distribute meeting minutes for daily shift changes and departmental meetings.\r\n Pull and distribute daily appointment lists for the Mental Health Unit.\r\n Assist with creating departmental memos and other communications.\r\n Provide general office support, including ordering supplies and handling administrative tasks.\r\n\r\n\r\n\r\n\r\n\r\n\r\nPLEASE NOTE: For more responsibilities, please scroll down to the Examples of Duties Section below.\r\n\r\n\r\n\r\n\r\n\r\n\r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n Our Mission:\r\n The State of Connecticut, Department of Correction (DOC) shall strive to be a global leader in progressive correctional practices and partnered re-entry initiatives to support responsive evidence-based practices aligned to law-abiding and accountable behaviors. Safe and security shall be a priority component of this responsibility as it pertains to staff, victims, citizens and offenders.\r\n \r\n The Department of Correction provides comprehensive health care to the offender population that meets a community standard of care, and includes medical, mental health, dental, addiction and ancillary services, in compliance with applicable state and federal laws and consent decrees.\r\n \r\n The York Correctional Institution is a high-security facility. It serves as the state's only institution for female offenders. It serves all superior courts in Connecticut and manages all pretrial and sentenced female offenders, whatever their security level.\r\n \r\n \r\n \r\n For an inside look at what it's like to work as an employee for the State of Connecticut, please watch the video below!\r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \t\t\t\t\t\t\r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n

PURPOSE OF JOB CLASS (NATURE OF WORK)

In a state agency this class is accountable for performing a full range of secretarial support functions.\r\n

EXAMPLES OF DUTIES

Performs a variety of secretarial duties as described in the following areas:\r\n\r\n\r\n \r\n TYPING:\r\n \r\n Using computers, tablets, and other electronic equipment, formats and types a full range of correspondence, reports, bills, drafts, etc. from rough draft, transcription, dictated notes, etc.;\r\n Proofreads for content;\r\n Edits using knowledge of grammar, punctuation and spelling.\r\n \r\n \r\n \r\n FILING:\r\n \r\n Designs office filing systems;\r\n Organizes and maintains files (including confidential files);\r\n Maintains, updates and reviews reference materials and manuals.\r\n \r\n \r\n \r\n CORRESPONDENCE:\r\n \r\n Composes routine letters/memoranda, etc. (e.g., standard replies and�acknowledgement letters) for supervisor's signature.\r\n \r\n \r\n \r\n REPORT WRITING:\r\n \r\n Compiles information from standard sources and prepares data reports (e.g., number of forms processed during the month).\r\n \r\n \r\n \r\n INTERPERSONAL:\r\n \r\n Greets and directs visitors;\r\n Answers phones and takes messages;\r\n Answers questions requiring knowledge of terminology, organization, supervisor's�responsibilities, etc. (e.g., appropriate referrals, general purpose of the unit).\r\n \r\n \r\n \r\n PROCESSING:\r\n \r\n Scans correspondence;\r\n Pulls and attaches related materials;\r\n Reviews, routes and prioritizes mail.\r\n \r\n \r\n \r\n SECRETARY:\r\n \r\n Arranges and coordinates meetings (including space and equipment);\r\n Writes minutes of meetings, lectures, conferences, etc. from rough draft;\r\n Takes notes and/or meeting minutes;\r\n Prepares expense accounts;\r\n Makes travel arrangements.\r\n \r\n \r\n \r\n OFFICE MANAGEMENT:\r\n \r\n Maintains an inventory of supplies and equipment;\r\n Orders supplies when necessary;\r\n Completes, processes, and maintains paperwork for purchasing (e.g., orders,�requisitions, invoices, etc.);\r\n Maintains time and attendance records;\r\n \r\n \r\n\r\nPerforms related duties as required\r\n

KNOWLEDGE, SKILL AND ABILITY

\r\n\r\n \r\n Considerable knowledge of\r\n \r\n office systems and procedures;\r\n proper grammar, punctuation and spelling;\r\n \r\n \r\n Knowledge of\r\n \r\n business communications;\r\n business math;\r\n \r\n \r\n \r\n Skills\r\n \r\n interpersonal skills;\r\n oral and written communication skills;\r\n \r\n \r\n \r\n Ability to\r\n \r\n schedule and prioritize office workflow;\r\n operate office equipment which includes computers, tablets, and other�electronic equipment;\r\n operate office suite software;\r\n take notes (shorthand, speedwriting or other method acceptable to the supervisor).\r\n \r\n \r\n\r\n\r\n

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Two (2) years of experience above the routine clerk level in office support or secretarial work.\r\n

MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED

College training in the secretarial sciences may be substituted for the General Experience on the basis of fifteen (15) semester hours equalling one-half (1/2) year of experience to a maximum of one (1) year.\r\n

PREFERRED QUALIFICATIONS

\r\n Experience working in a hospital, urgent care center, clinic or medical office.\r\n Experience maintaining health records in accordance with HIPAA and other confidential documents.\r\n Experience with MS Word, creating letters, agendas, memos, and other business communications.\r\n Experience with MS Excel, creating spreadsheets, utilizing formulas, functions, and filters.\r\n Experience generating accurate and complete work while under the restraints of a deadline.\r\n Experience supporting multiple units and leadership roles.\r\n Experience accurately inputting and managing data and using databases to generate reports.\r\n Experience maintaining paper and digital files, including organizing, tracking, and storing files.\r\n\r\n

Conclusion

AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER\r\nThe State of Connecticut is an equal opportunity/affirmative action employer and strongly encourages the applications of women, minorities, and persons with disabilities.\r\n